On Mon, 3 Jan 2011 Craig Conant <[log in to unmask]> added:

>
>I had a similar experience a while back while managing the records of a
>Federal agency.  ...and they had no
>automated means of tracking records at off-site storage.  
>To Larry Medina's comments, I would only add that if the
>records have been scheduled, some mention of the schedule number or name
>should be included with the description of the records.  If they are
>unscheduled, that should be indicated as well.

Interesting points, but if these WERE Federal Records:

Those stored off-site should have been with NARA, or stored in accordance
with NARA guidance as instructed in 36CFR, and if they were, the records are
all listed on a transmittal by series and destruction date.  NARA also
provides automated tracking of all records in their custody and will ONLY
accept scheduled records.  If the Agency was storing with a commercial
service provider and not complying with the NARA requirements, well...

Secondly I'd agree the listing should include a series and and schedule but
from the original question these sounded as if they were basically abandoned
records that were in private company holdings and to add this information in
would require researching it to a finer degree than would seem prudent.  

Lastly, to echo the comments above, unscheduled Federal records are NOT TO
BE SENT to off-site storage and must be scheduled BEFORE they can be
destroyed, so there would be no need to indicate that (if they were Federal
records)

Happy New Year all

Larry
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